STUDENT SUCCESS CENTER

EMPLOYER INTERNSHIP GUIDE

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EMPLOYER INTERNSHIP GUIDE Your Toolkit for Creating an Internship Greetings, Thank you for your interest in internships and our talented students. We strive to make the recruitment process as easy as possible. Designed for employers who are new to internships, this guide will provide the information you need to launch an effective program. Browse the table of contents to locate the information you need or desire. Internship programs play a vital role in the formation of professional relationships between students and area businesses; they also provide opportunities for students to develop skills and explore careers. Augustana is eager to partner with you and share best practices for experiential learning. We look forward to working with you and helping you fulfill your intern and project workplace needs. Sincerely, Sandi Vietor Director, Internships and Employer Partnerships Student Success Center, Augustana University Sioux Falls, SD 605-274-4127 sandi.vietor@augie.edu

TABLE OF CONTENTS

Part I: Internship Foundations What is an internship?..................2 Benefits for organizations……………2 Benefits for students…………………..3 Roles & Responsibilities……………...3 Part II: Launching a Program Assessing your needs…………………..4 Identifying a supervisor…………….…5 Developing a job description…….…5 Create compensation plan…………..7 Posting your position………………..…9 Recruiting applicants……………………9 Reviewing resumes…………………….10 Interviewing candidates……………..11 Make an offer……………………….…….12 Hiring international students……...13 Part III: I hired someone. Now what? Orientation & Onboarding…………15 Feedback……..………………………………16 Evaluation & Assessment…………….17 Additional Resources……………………18

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WHAT IS AN INTERNSHIP? An internship is a form of experiential learning that integrates knowledge and theory learned in the classroom with practical application and skill development in a professional setting. An important element that distinguishes an internship from a part-time job or volunteer position is that an intentional plan is established prior to the start date that includes learning objectives, observation, reflection, evaluation and assessment. The experience is generally the length of a semester, may be part-time or full-time, paid or unpaid. Students typically work 10 hours a week and earn approximately one credit for every 40 hours worked. If students elect to earn credit for internships, the learning is assessed by a faculty member designated from the academic department within students’ declared major. Should students choose not to earn academic credit for the experience, they should work closely with their site supervisor to ensure appropriate learning goals are established and met upon completion of the internship experience.

WHY ARE INTERNS BENEFICIAL FOR ORGANIZATIONS? If you are evaluating your organization’s need for interns, consider the following questions: • Do you have projects that continue to be placed on the back burner month after month? • Would you like to increase your organization’s productivity during peak periods? • Are you seeking additional help on a meaningful project? • Would you like to create a pipeline of talented future employees? • Do you want to provide your full-time employees more time to

focus on important tasks? • Would you like to discover motivated potential employees before

your competition? • Are you lacking fresh ideas and creativity? • Would you like to plug into current trends and best practices

discussed in academia? • Could you benefit from enhancing your visibility and brand on

campus? • Would you like more diversity in your organization? • Do your employees need more management experience? • Would you enjoy developing students’ skills and introducing them

to career options?

The high level of student interest is

no surprise---students NEED

internships but businesses NEED

interns too! After all, students need a

workplace to put their education into

practice and become a more

qualified candidate for jobs, and

businesses need interns who

contribute talent, energy and fresh

ideas and may ultimately become an

outstanding new employee for their

company.

Mary Medema Forward Sioux Falls

According to a recent survey

conducted by the National

Association of Colleges and

Employers, 40 percent of interns are

hired full time.

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WHY ARE INTERNSHIPS MEANINGFUL FOR STUDENTS? Meaningful learning experiences provide a genuine opportunity for students to learn in professional environments outside of the classroom. Some key components include the following:

The internship should closely align with their chosen major or career path.

There must be specific measurable learning objectives identified by the student and agreed upon by the faculty coordinator and site supervisor.

The intern must be closely supervised to ensure feedback and guidance throughout the entire length of the internship.

A final evaluation should be given by the supervisor to serve as feedback and to document the experience.

Interns should have time to reflect on the experience and be able to articulate the skills and knowledge they gained.

WHO IS INVOLVED AND WHAT IS THEIR ROLE? The site supervisor verifies the responsibilities of interns and encourages meaningful activities for students. Supervisors are knowledgeable professionals who offer expertise in interns’ work area. Supervisors become mentors responsible for orienting, guiding and evaluating interns. They comply with state and federal employment laws, including legislation related to compensation and equal opportunity, as well as The Principles for Professional Performance outlined by the National Association of Colleges and Employers. Site supervisors also assess interns’ progress and performance during the final evaluation. Other learning is documented and varies by department. The student intern plays the most important role because internships are self-directed learning experiences. The student is responsible for developing goals, applying, interviewing, preparing the course proposal and meeting the performance objectives outlined in the position description. Student interns are also responsible for ensuring that their site supervisors complete and submit evaluations. They also preserve the confidentiality of any information they encounter at their internship site and adhere to any ethical standards of the profession. The faculty internship advisor is an Augustana professor who facilitates the selection of students, approves of students’ learning objectives and who evaluates students’ learning by assigning a final grade. The faculty coordinator provides guidance, feedback and support throughout the experience. Career Services supports students and supervisors throughout the internship by assisting with the hiring process, providing guidance with regard to registration procedures and answering any questions about internship policies.

My organization benefited by getting a fresh perspective on different projects. Since there are always new forms of technology it is nice to see what students are currently using.

Steffanie Liston-Holtrop Hood Magazine

I was able to complete an internship with a public accounting firm in Sioux Falls, as well as with a privately held corporation in Minneapolis. These experiences allowed me to build a strong network of connections that assisted me as I entered the workforce.

Heidi Dreyer Augustana Alumna, 2012

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WHAT DOES IT TAKE TO LAUNCH AND MANAGE A QUALITY INTERNSHIP

PROGRAM? 1. Assess the needs of your organization.

Identifying interns’ responsibilities is often the first step in developing your internship program. Internships differ from part-time employment because the work should offer every opportunity to link classroom learning to workplace experience. While such tasks as filing, answering a telephone and assembling mailings are routine with any job, these should not be interns’ primary responsibilities. Of course, some of interns' responsibilities will involve repetition and administrative functions, because all jobs involve some these activities. Providing meaningful work experiences also enhances your organization’s brand and recruitment. Students are seeking opportunities that stimulate their interests and provide real-world experiences. Students who perform menial tasks will become quickly demoralized and question their contribution to your organization. Word will spread that your organization does not offer quality internships. A meaningful, purposeful internship program, however, will enhance your reputation and brand among students. As you identify activities for interns to complete, consider challenging, but realistic tasks students can accomplish within a three-month period. Provide broad exposure to the organization. Work with the student to establish specific learning objectives with measureable outcomes or expected products. Be as specific as possible. Interns, like others in the process of learning, need structure so they do not become lost, confused or bored. Sample tasks that students have completed for their sponsoring organizations include the following:

Communication/Public Relations

Creating and maintaining a database of clients

Designing brochures or distribution materials

Designing a logo or website layout

Designing charts and graphs to be used in meetings and conferences

Editing publications

Photography for a publication

Analyzing sales data

Writing press releases and other public relations materials

Science/Technology

Conducting scientific research

Software development and testing

Writing user manuals and directions

Performing system maintenance

Laboratory testing

Developing a new product

Providing technical support

Creating and maintaining a website

Database design, creation and management

Human Resources

Developing handbooks and employee manuals

Pre-screening of applicants

Writing weekly or monthly employee newsletters

Conducting regulation research and compliance

Assisting with the development of recruiting strategies

Assisting with payroll

Planning and implementing and event or campaign

The internship program is supposed

to mutually benefit both parties. Our

part of the relationship is to guide

and help foster an environment for

the interns to learn and expand their

knowledge of public accounting. The

firm takes time on the front end of

the internship to help staff get

familiar with the office, software,

expectations, etc. This important

understanding and the time invested

by Eide Bailly provides for a

successful internship experience.

Lisa Herr

Eide Bailly LLP

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Accounting/Finance/Marketing

Handling accounts payable/receivable

Analyzing stock market trends

Assisting accountants during tax season

Creating presentations, memos or reports

Creating a new marketing campaign

Conducting market research

Non-Profit/Service Sector

Planning and implementing an event or program

Scheduling and booking location reservations

Interacting with donors or planning fundraising events

Set or costume design

Leading educational tours

Organizing donor lists

Developing stakeholder newsletters 2. Identify supervisors and mentors.

Once you have assessed potential tasks for the intern to complete, identify the individual who will be responsible for the experience. The selection of a site supervisor can have a significant impact on the success of your internship program. The last thing Augustana wants is employers to feel that their internship was a distraction. Our interns start their positions expecting to work hard, and our faculty wants them to achieve learning objectives while they do so. To this end, they need the opportunity to ask questions to complete assignments capably. For this reason, the ideal supervisor is someone who

Is familiar with the projects interns are completing

Enjoys training others

Approaches the company’s internship / co-op program with enthusiasm

Possesses a positive attitude about the company and the profession

Is patient when working with those new to the field

Has an ability to relate to college students

Is comfortable offering constructive criticism as well as praise

Encourages the intern/co-op student to contribute ideas

Motivates students to succeed If the person you select has never mentored an intern before, providing basic guidelines and training may enhance the experience for both the mentor and the intern.

3. Develop a position description. Remember, you are competing to gain students’ interest and stand out among other internships. When writing your posting, treat the description as your chance to showcase the opportunity and your organization, while clearly explaining interns’ duties and skills to be developed. An effective description will structure the experience by identifying measureable goals and accomplishments during the internship experience. Producing effective position descriptions involves the development of challenging work assignments that complement students’ academic programs. If you are not sure what specific projects you might have interns complete, identify a range of potential or preliminary activities that will fit the needs of your department/organization. State that you will match the actual duties to interns’ interest, which they will appreciate and find appealing. If you know interns will work on diverse projects that may change daily, include it in the description. Many students prefer variety and new challenges. Those that need routine and predictability will consider other opportunities, enhancing the fit and quality of applicants.

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An effective job description should include the following:

The task and objectives of the internship, as well as how it contributes to the organization’s overall mission

The internship title (e.g., social media marketing intern, event planning intern, accounting intern, etc.)

The essential functions and activities/projects that will be required of the intern

The qualifications, including the skills, education level (e.g., class standing, course requirements, GPA, etc.) and major

The length and required number of hours per week for the internship, as well as start/end dates

Compensation and benefits (paid or unpaid)

The application processes and deadline, as well as who will be the contact for questions related to the description

What qualifies as an internship?

Academic credit may become a component of an internship, but this will be arranged by the student and

Augustana faculty. If students seek credit, Augustana applies the criteria outlined by the National

Association of Colleges and Employers (NACE). NACE seeks to confirm that the work performed by an

intern does not primarily benefit the employer in a way that does not also advance the education of the

student. Augustana University implements NACE’s guidelines, which are listed below, to determine

which experiences are indeed educational and thus qualify as internships.

The experience must be an extension of the classroom: a learning experience that provides for applying the knowledge gained in the classroom. It must not be simply to advance the operations of the employer or be the work that a regular employee would routinely perform. Organizations must be willing to invest in the development of their interns and provide ongoing feedback.

The skills or knowledge learned must be transferable to other employment settings.

The experience has a defined beginning and end, and a job description with desired qualifications.

There are clearly defined learning objectives/goals related to the professional goals of the student’s academic coursework. In all cases, they will relate to the academic major or career objectives of the student involved.

There is supervision by a professional with expertise and educational and/or professional background in the field of the experience.

There is routine and formal feedback provided by the experienced supervisor.

There are resources, equipment, and facilities provided by the host employer that support learning objectives/goals.

In all cases the position must relate to the academic major or career objectives of the student involved

I am extremely pleased with the high quality of students that Augustana continues to provide to me.

Rock Nelson International Trade Center

Prior to my summer internships with Lifetouch, my knowledge of the business world came from a book. By summer’s end I had gained more practical experience in the business world than in any individual class. But the most valuable aspect of my internship was my newfound confidence.

Renee Poirier Augustana Alumna, 2012

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If these criteria are followed, it is the opinion of NACE and Augustana that the experience can be considered a legitimate internship. Faculty may also have additional eligibility standards.

Experiences that typically do NOT qualify as internships include the following:

Independent contract relationships and network marketing positions that require interns to set up their own business for the purpose of selling products, service and/or recruitment individuals to set up their own business

Students may not be supervised by family members.

Positions that primarily require door-to-door canvassing, cold-calling, or petition gathering

Positions in which the student is required to pay startup costs for the experience

Home-based business cannot be approved due to liability and risk issues

Positions that do not qualify as internships may be better suited for volunteer opportunities. Unlike an internship, the focus of a volunteer position is primarily on the service being completed and the individual or issue that receives that service. For more information about advertising volunteer opportunities, please contact Augustana University Volunteer Services at 605-274-4041.

4. Develop a compensation plan. Augustana generally encourages you to pay your interns. If you

do, you will attract more candidates to your position and communicate their value. Wages for

most internships are usually determined before interns are hired and are not typically

negotiated.

Whether paid or unpaid, offering benefits may provide incentives for talented students to accept one internship over another or increase interns’ commitment during the experience. Possible benefits include the following:

Opportunity for academic credit (Inform your intern about this possibility)

Scholarships

Housing assistance for those who relocate

Social activities

Time worked as an intern can accumulate and apply toward benefits if turned into a full-time employee after graduation

Paid holidays (if already receiving compensation)

Medical and/or dental benefits

Tuition reimbursement

Vacation time

According to InternMatch.com, 59% of students have completed an internship before they start their junior year. Roughly half reported that their internship was paid. Students who lived in the Midwest and responded to the survey said $12.11 was a fair internship wage.

A key to our internship program

success is to not treat them as

interns. They are paid employees

who come in day one with a job

description, set of tasks and

responsibilities, and an

expectation to perform. I think the

interns appreciate that and

honestly, they should expect

nothing less.

Paul Ten Haken Click Rain Marketing

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If you are deciding between paid and unpaid internships, be aware of the U.S. Fair Labor Standards Act (FLSA). Employers must ensure compliance before classifying an intern as an unpaid "trainee." The Department of Labor's Wage and Hour Division developed a six-factor test for determining whether workers are considered "trainees" under the FLSA.

The training is similar to that which would be given in a vocational school

The training is for the benefit of the trainee

The trainees do not displace regular employees, but work under close observation/supervision

The employer derives no immediate advantage from the activities of the trainee

The trainees are not necessarily entitled to a job at the completion of the training period

The employer and the trainee understand that the trainees are not entitled to wages for the time spent in training.

For more information, please visit www.dol.gov. Does Augustana offer any services to employers to help organizations pay interns? Although Augustana does not have a service to subsidize student intern wages for employers, students may apply for scholarships that support their experiential learning. The South Dakota Department of Labor offers funding to qualified employers through Dakota Seeds. Other states provide funding as well. For example, consider http://www.iowaeconomicdevelopment.com/WorkforceTraining/student and www.InternNE.com.

5. Post your position.

To provide equal access for all students, Augustana recommends that all internships be advertised through the Career/Success Center. To do so, simply contact us at 605-274-4127 or career@augie.edu and we will post your position for you.

The following table reflects recommended timeframes to recruit candidates for internship positions. Following these recommendations will ensure there is ample time to promote your internship opportunity and select the most qualified student.

For An Internship During Advertise During

Fall Semester (September – December) April - August

January Term August – November

Spring Semester (February – May) October – December

Summer Term (June – August) January – May

As an education major, we do everything hands-on and minds-on in our educational experiences. Our time includes teaching in front of peers in our college classrooms and teaching students at various schools throughout Sioux Falls. In each of these places, we are applying our learning and relevant job skills every day as a college student learner. The benefits of these experiences inside the classroom and outside the classroom are the cornerstone of my education major. Without them, I would not feel as prepared for the life after college. Today, I feel ready and I am excited!

Justin Cook

Education Major

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6. Recruit applicants. A number of tools exist to help you find the intern who is right for your business. The key message from the list below is to use multiple recruiting methods to help increase awareness about your internship program and ultimately connect with students.

Career Fairs: These events provide a chance to meet many students within a short period of time. Visit www.getgrads.com for information about these events.

Campus Visit: Sharing information on campus is a convenient way for students to learn about your organization and its openings. Employers may schedule an information session or arrange an information table in our Commons area. Augustana also provides comfortable settings for conducting on-campus interviews so you are able to meet with multiple candidates on the same day. You may arrange an open interview schedule, allowing any students to register in advance, or request to receive resumes in advance. For more information, contact us at 605-274-4127 or career@augie.edu.

Guest Lecturer for Student Organization: Your personal insight helps students learn more about your company as you develop a positive image and working relationship with Augustana. Contact us (career@augie.edu.edu) to find out how you can take advantage of this opportunity.

Employee Referrals: Company employees can be a great source of information about potential candidates. Provide incentives to encourage this or collect testimonials to include in your recruitment materials.

Faculty Referrals: If you already have a professional relationship with faculty members and have posted the opportunity campus-wide, they can help refer their top students as well as provide students with information about your business.

Marketing: Announcing your position on social media can be helpful, especially if you have past interns endorse the opportunity and rebroadcast it on their own accounts. You can also advertise your openings in Augustana’s student newspaper, The Mirror. Contact Dr. Jeffrey Miller (Jeffrey.Miller@augie.edu) or visit http://www.augiemirror.com/contact-us/ for more details.

7. Review resumes. Students look toward internships to provide them with their first professional experience. Resumes submitted for internship opportunities may not contain prior experience working in a career field; rather, they may be comprised of part-time employment, academic achievements or campus involvement. For this reason, employers must search for evidence of skills using other strategies.

At Lifetouch, we value our interns! They work on meaningful projects focused on identifying new business opportunities and solving business challenges. We respect our interns as colleagues and appreciate their insights and perspective.

Tracey Ellis Lifetouch Eden Prairie, MN

Internships are the best avenue to help

students explore their interests, gain

new skills and build valuable

connection.

Caitlin Bayer

Securian Financial Group

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Campus Involvement: Students who have taken the time to get involved in campus organizations and activities have usually developed strong time management and organization skills, as well as the ability to work within teams and groups. A resume that highlights a great deal of campus involvement is also a great indicator of students’ pride and loyalty to their institution. Students who take the time to get involved on campus are invested in their institution in the same way employees are invested in a company.

Leadership Roles: For many students, taking on a leadership role is practice for the workplace. Students who have served as orientation leaders, campus tour guides, student government representatives or mentors have developed the skills necessary to lead others and communicate ideas effectively. Look for positions within organizations as well, such as Chair of a committee or Vice-President of a group or organization. These positions show responsibility and require a certain level of professionalism.

Prior Work Experience: Obviously, most students applying for internships do not have resumes full of professional work experiences. However, the jobs a student has worked can tell you a little something about his or her work ethic, dedication or skill set. In addition, working any type of job requires punctuality and responsibility – two qualities any employer would want in an intern. Fast food, retail, summer camps…these are just some of the jobs seen most frequently on students’ resumes. Look beyond the job title and think about what skills and knowledge the student had to possess to succeed in a particular environment. The student probably developed communication skills while working with the public, trustworthiness while handling money transactions, patience while working with children, etc.

Athletic Involvement: Students who have participated in athletic programs typically possess a great deal of personal discipline because they have had to balance demanding practice schedules with coursework and classes. Athletes are also accustomed to working as members of a team, and those skills can transfer easily into the workplace.

Academic Performance and Coursework: High GPAs are more difficult to achieve in college than in high school. Average GPAs vary by institution, but generally only a fraction of students carry a 3.5 GPA or higher. A high grade point average (GPA) shows that the student finds value in knowledge and education. GPA is also a good indicator of a student’s work ethic and organization. When searching for an intern, make sure that the potential candidate has completed any coursework that may be necessary to successfully work within the professional setting. If your industry requires background knowledge in a particular subject area, make sure the student has achieved that level before hiring them to fill an intern position. Always keep in mind that although GPA is an important factor in screening candidates, it is only one piece of the puzzle. Make sure a student also possesses the other qualities you are looking for in an intern.

8. Interview candidates. Since students may be new to the interview process, it is recommended that you share information in advance about the types of questions they will be asked, as well as any relevant work, portfolio or project samples that you would like to review during the interview.

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Interviewing students with little to no experience can be a challenge. The following suggestions may help you and students feel more at ease leading to a more productive interview. Focus on future goals in place of professional experience.

How do you think this internship experience will prepare you for your career?

What are your plans for after graduation?

Where do you see yourself in five/ten years?

What are your long term and short term goals? Quality answers indicate that students have thoughtfully considered their career path and are planning to pursue a career related to your industry after graduation. In addition, ideal candidates will express a strong interest in the educational and learning value of the opportunity and will not be pursuing the experience simply to fulfill a requirement. Inquire about academics as supplemental professional experiences.

Tell me about a time when you had a heavy course load. How did you manage your time?

How do you feel your campus involvement (if any) relates to the professional workplace?

What has been your most rewarding college experience thus far?

Why/how did you choose your major?

What was your greatest achievement?

What courses in your major have you completed thus far?

Quality answers highlight students’ decision-making skills, as well as their ability to manage deadlines and academic coursework. Also, look for students who can transfer the skills gained via campus involvement into the professional workplace. It is also important to make sure that students have completed sufficient coursework and have the knowledge necessary to work at an internship level. Ask questions to determine the candidate’s work ethic.

Tell me about a time when you had to work as a member of a team to complete a task. What role did you fulfill?

What was your favorite summer or part-time job? Why?

What have you learned from your part-time or student jobs (if listed on resume)?

Why did you choose the career field you would like to work in?

What will motivate you in this position?

Why do you think you will be successful in your chosen field?

What do you believe is an intern’s role in an organization/company? Quality answers show that students have found value in past experiences, including part-time or temporary jobs. Look also for student responses that express responsibility, dedication and a willingness to learn by experience.

Have an internship orientation so they

know what to wear, where to park, what

they will be doing, what their schedule

will be, what will be asked of them,

what won’t be asked of them,

brainstorm what they are wanting to

learn, provide a variety of opportunities.

Greet interns on their first official day

and introduce them to staff. This helps

them feel valued and part of the team.

Mary Weber

Children’s Home Society

Set guidelines and expectations at the beginning so they know what you are thinking. Steffanie Liston-Holtrop Hood Magazine

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9. Make an offer and arrange a pre-internship meeting to finalize the course proposal. Before your intern can begin working, it is important to establish a plan. Arrange a time to meet and finalize the position details. The skills and goals of your intern will vary with each hire. Start with the internship description and work with students to alter their responsibilities as needed. You may tailor the project work to take advantage of students’ particular skills, interests or goals. In addition to discussing responsibilities and performance expectations, discuss goals and schedule. After the conversation, provide an official offer letter to clarify start date, work duties, training and wages. In addition to an offer letter, students who wish to earn credit will request that you formalize the position by having the student complete the Internship Course Proposal Form prior to their first day on the job. This form is available at www.augie.edu/intern. Students will work closely with faculty to identify three attributes of their experience:

1) what they want to learn; 2) how they plan to learn it; and 3) how they will know whether it has been learned.

Augustana requires a reading assignment that provides theoretical background for the experience and two written assignments. The first assignment should record the learning process (e.g., journal, log, observation report, etc.) and the second is a summary paper that helps the intern to reflect on the total internship experience. Additionally, the student is required to meet with the faculty internship advisor at least twice for a one credit experience. There is an additional conference for every additional credit hour.

10. Meet or communicate with the student and faculty member to review the students learning objectives.

This is an opportunity for you to provide input regarding the activities, goals, and assessment methods of the position. In addition, it establishes expectations of interns. LEGAL CONSIDERATIONS

Students cannot sign hold-harmless agreements without Augustana’s professional consultation.

Interns who are paid are considered employees of your organization and must be covered by your Workers’ Compensation policy.

Any re-disclosure of internship candidate/intern information is prohibited without the intern’s express written consent.

Internship employers must subscribe to EEOC guidelines established by Federal and state law. Employers cannot unlawfully discriminate in the selection of individuals on the basis of race, color, national origin, gender, disability, sexual orientation, religion or veteran status. Augustana will not tolerate acts of sexual harassment.

During my internship at the South Dakota Department of Health I learned first-hand about how much thought goes into the work and how passionate people are about wanting to keep people safe. The experience cemented my interest in working in public health. Danielle Anderberg, Class of 2015 Psychology & Biology Major

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YES, YOU CAN HIRE AN INTERNATIONAL STUDENT. Obtaining authorization for international students to work in the U.S. is not as difficult as many employers think. Augustana stands ready to assist you with any questions you may have about the process. Please contact the International Programs Office at 605.274.5050 for individual assistance. The most important things to know are listed below: • International students do not need a green card in order to intern with your company. Most

international students are in the U.S. on non-immigrant visas (F-1 & J-1), and these students are eligible to accept employment related to their major field of study in the U.S. under certain conditions. This program is called Curricular Practical Training, or CPT.

• Excessive paperwork is not required in order to hire an international intern. The student and the International Programs Office at Augustana handle all the paperwork for work authorization. All that is needed from you is a written offer of employment.

• It is not expensive to hire an international intern. With the exception of the rare student who qualifies as a “resident alien,” most F-1 and J-1 students are exempted from Social Security and Medicare tax requirements, which actually saves your organization money.

• International students can work for your organization after graduation. Students on an F-1 visa may continue to be employed for an additional year after graduation through a 12-month employment authorization document (EAD) card. Science, technology, engineering and math (STEM) majors can apply and easily get a 17 month extension on their 12 month OPT opportunity creating an opportunity to hire STEM majors for 29 months. These work experiences are called Occupational Practical Training, commonly referred to as “OPT.”

• International students who manage to be accepted to universities in the U.S. are often among the most talented from their home countries. Many are bilingual and all offer a diversity of perspective and the resourcefulness of successfully transitioned to American culture.

• Organizations can use international students’ cross-cultural expertise (e.g., knowledge of their home country’s economic structure/market, knowledge of native culture, foreign contacts). They also may act as future “ambassadors” for your organization.

• International students are limited to part-time (i.e., 20 hours a week or less) during the school year but the availability of most domestic students is also limited given the extensive co-curricular activities and course requirements that they juggle. International students can work full-time (40 hours per week) during the summer and during official school breaks.

The Process of Hiring an International Student

International F-1 students enrolled at Augustana can receive paid employment through Curricular Practical Training (CPT). Usually students must have completed an academic year (nine months) on an F-1 visa and must maintain legal F-1 status to be approved for CPT. When hiring students for a paid position, the student and Augustana International Programs Office will handle most necessary paperwork. All that is required of you is a formal offer letter that includes a description of the student’s responsibilities, number of hours to be worked each week, hourly salary, start and end date, location where they will be working, and the name and contact information (phone, email, address) of the immediate supervisor. It is that simple.

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The student brings this offer letter to the International Programs Office. If our staff members deem the work position and responsibilities to be sufficiently related to the student’s major area, CPT will be authorized. The International Programs Advisor then endorses the student’s I-20 immigration document and the student shows the authorization to you, the employer. You may want to make a photocopy of the student’s I-20 for your records. The student must obtain a continuation letter from the employer each semester and obtain the necessary signatures to continue their Academic/Curricular Practical Training. Important: Students MUST obtain CPT authorization BEFORE beginning employment; authorization cannot be back-dated. In addition to providing a formal offer letter, you are required to complete the same forms that are needed when you hire domestic students, namely the I-9 and tax forms. You may learn more about the I-9 form by visiting http://www.uscis.gov/i-9-central/customer-support/questions-and-answers. Unless exempted by a tax treaty, F-1 and J-1 students earning income under practical training are subject to applicable, federal, state and local income taxes. Information on tax treaties may be found in Internal Revenue Services Publication 519, U.S. Tax Guide for Aliens, and 901, U.S. Tax Treaties.

I HIRED AN INTERN. NOW WHAT? Develop an orientation plan. Your interns are walking advertisements for your company. If they have a good experience working for you, they are likely to tell their friends — a bad experience also gets around.

OFFICE TOUR ITEMS SUPERVISION INFORMATION

Location of restrooms, break room, mail room, supplies, and special purpose rooms

Mail and telephone system operation

Parking locations

Suggested food locations

Workstation

Confirmation of intern’s work schedule (breaks, holidays, etc.)

Review the availability and schedule of supervisor

Schedule weekly supervision meetings

Identify a back-up supervisor in case needs arise

Arrange any meetings with individuals at the organization with whom the intern will interact frequently or mentors

Provide any necessary training

HUMAN RESOURCE ITEMS ORGANIZATIONAL INFORMATION

Introduction to staff

Written policies and procedures (leave requests, computer use, etc.)

Protocols for dress, appropriate behavior, correspondence and work space maintenance

Security and confidentiality policies

History, mission, values and objectives

Office hierarchy illustrated through organizational chart

Brief overview of each department

Specific objectives of intern’s department and how he or she may contribute

Industry or organization jargon

15

Safety regulations

HR paperwork and job id (if applicable)

Paperwork for intern’s academic credit (if needed)

Parking arrangements

Office tour items: Work i

If you have employed several interns, arrange social activities to permit them to get to know each other. Encourage your interns to spend break and lunch times in places where employees gather. Interns will also be engaged if you permit them to sit in on meetings and work with employees in other departments for a day. Provide opportunities to attend seminars, webinar or other career development activities. Schedule your interns to meet your needs yet not exceed their capabilities. Agree on a set number of hours interns will work each week. Take time to understand your interns’ obligations outside of the internship and work with students to adjust the schedule if needed depending on their assignments, group projects and exams. Learn more about best practices in internship programs at

http://www.naceweb.org/Knowledge/Recruiting/Best_Practices/15_Best_Practices_for_Internship_Programs.aspx Provide feedback and complete formal evaluations. An internship can only be a true learning experience if constructive, ongoing feedback is provided. Regularly meet with interns to receive and provide feedback concerning their performance. Undergraduate students appreciate clear direction

Exploring the telecommunications

industry at SDN Communications has

allowed me to apply a business mindset

to help promote growth for the

company. After this internship, I realized

the importance of working within a

setting that encourages teamwork and

collaboration. SDN allowed me to

develop skills in areas I found most

interesting and I am now happily a full-

time employee!

Amanda Turner

SDN Communications Intern, 2014

16

regarding what is expected of them and frequent feedback concerning what and how they have done. (In their academic environment, clear direction and periodic feedback is the way of life.) During these meetings the students may

Report on a project’s status

Ask questions

Learn how their work is contributing to the organization

Participate in evaluating their strengths

Discuss areas needing growth and development

Get insight about what work lies ahead At the same time you will have an opportunity to coach, counsel and reinforce positive attitudes and performance. Discuss in advance the items that need approval and the procedures for signing off completed work. Encourage your interns to keep a portfolio of work accomplished during the experience. This will help fulfill the students' academic requirements and provide them with a sense of accomplishment. In addition, it will give you a basis to discuss their professional growth. Specific work documents to include in a portfolio might be any of the following:

Job Description

Company Newsletters

Financial Reports

Performance Appraisal

Displays & Exhibits

Proposals

Charts/Graphs

References

Manuals

Correspondence

Survey Reports

Citations and Awards

Press Releases

Cost Analyses

Contracts

Certificates

Program Outlines

Research Report

Stay in touch with the faculty supervisor. Faculty will interact with you via telephone calls, on-site visits and written evaluations. Site visits provide the opportunity to strengthen Augustana’s partnership with you. By seeing firsthand where students work and what they are doing, we can better promote your internship opportunities to future students. Evaluate your intern. Augustana recommends site supervisors conduct a final evaluation. Assess both students’ satisfaction and learning. The supervisor should provide feedback on the intern’s performance thus far, commend work well done and address areas needing improvement. In addition, the intern and site supervisor should examine whether or not the intern’s goals are being met. Criteria for the final evaluation should also be discussed, as well as any requirements for academic credit yet to be completed.

From working with animals, doing weekly keeper chats with the public, to being involved with medical procedures—we try to involve them in everything. We also host various events to develop relationships among the team and monthly classes to address topics they might not learn during the course of the internship.

Amanda Cronberg Great Plains Zoo

Provide interns with projects that have tangible results they can share with others, such as portfolio pieces and materials to explain what they were working on.

Michele Wellman Washington Pavilion

17

The final internship evaluation should be more formal. Augustana encourages you to meet with the student to review a written evaluation that is also shared with the faculty supervisor. It is imperative that you complete this evaluation promptly as the faculty relies on your input before assigning final grades. During this time, you can also arrange a wrap-up celebration or meeting to recognize the student’s contribution. You might review a final report, portfolio or other accomplishments. Also, update students on possible full-time job opportunities or provide a letter of recommendation. Assess your internship program. Creating and building a successful internship program is just the beginning. Evaluating your internship program on a regular basis will help you connect more effectively with students and provide you with the best opportunities for discovering future business leaders. Evaluations will encourage improvements, and these developments will continue to keep both the interns and your employees satisfied with the program. The following evaluators should be considered:

Conversion Rate: an effective internship program may convert a third to a half of its interns to employees.

Retention Rate: Measure how long interns remain with your business after they are hired full-time compared with employees hired without a prior internship at your business. Most statistics show that former interns will remain at their workplace longer than other employees.

Performance Ratings: Compare the performance ratings among your employees. If your ratings could be improved, consider adjusting your intern selection process to meet these unaddressed areas for improvement.

Student Evaluation: Periodic surveys and exit interviews can help you to meet students’ internship expectations and goals. Testimonials can serve as elements for future marketing pieces.

Manager and/or Mentor Evaluation: Similar to student evaluations, manager and/or mentor evaluations can address how an internship program can more effectively meet the needs of staff.

*Material for this guide was adapted from Buena Vista University, Indiana INTERNnet, and San Francisco State University.

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ADDITIONAL RESOURCES We are eager to provide ongoing support and individual consultation. Please contact us to discuss your unique internship needs.

Student Success Center Augustana University

2001 S. Summit Avenue Sioux Falls, SD 57197

605-274-4127 career@augie.edu

If you wish to contact specific academic departments, the contact person is listed below.

Area Contact Person Email Phone

Accounting Shelly Gardner shelly.gardner@augie.edu 605.274.5318

Art Scott Parsons scott.parsons@augie.edu 605.274.5025

Biology Steve Matzner steven.matzner@augie.edu 605.274.4821

Business Administration Shelly Gardner shelly.gardner@augie.edu 605.274.5318

Chemistry Barrett Eichler barrett.eichler@augie.edu 605.274.4814

Communication Studies Michael Nitz michael.nitz@augie.edu 605.274.5474

Computer Science Marcia Entwistle marcia.entwistle@augie.edu 605.274.5495

Economics David Sorenson david.sorenson@augie.edu 605.274.5223

Education Laura Daily ldaily@augie.edu 605.274.5211

English/Journalism Janet Blank-Libra janet.blank-libra@augie.edu 605.274.5436

Communication Disorders Karen Mahan karen.mahan@augie.edu 605.274.4624

Sign Language Interpreting Marlee Dyce marlee.dyce@augie.edu 605.274.4626

Government/International Affairs

Emily Wanless emily.wanless@augie.edu 605.274.4622

Health Science Sherry Barkley sherry.barkley@augie.edu 605.274.4312

History Michael Mullin michael.mullin@augie.edu 605.274.5322

International Studies Michael Nitz michael.nitz@augie.edu 605.274.5474

Mathematics Martha Gregg martha.gregg@augie.edu 605.274.4823

Modern Foreign Languages Stephan Lhotzky stephan.lhotzky@augie.edu 605.274.5478

Music Scott Johnson and John Pennington

scott.johnson@augie.edu; john.pennington@augie.edu

605.274.5462 605.274.4607

Nursing Pamela Schroeder

pamela.schroeder@augie.edu 605.274.4690

Physics Drew Alton alton@augie.edu 605.274.4924

Psychology Casey Trainor ctrainor@augie.edu 605.274.5459

Religion/Philosophy/Classics David O’Hara david.ohara@augie.edu 605.274.4890

Sociology Bill Swart william.swart@augie.edu 605.274.5329

Theatre RJ Fitzsimmons rj.fitzsimmons@augie.edu 605.274.5535

Augustana recognizes the immense expertise within our community and region and is eager to develop mutually beneficial partnerships that provide deep learning experiences for our students and serve the needs of your organization. I invite you to contact us to explore the possibilities as we work together to prepare our future leaders to serve in the workforce and the community as a whole. Dr. Susan Hasseler Senior Vice President for Academic Affairs